Filing Rules 1-5

Filing Vocabulary : 

Filing Vocabulary Filing Made Easy Rules 1-5

Filing Segment : 

Filing Segment Refers to the whole name that something is filed under Jackie Earle Haley Charlotte Gilman Perkins Charlie T. Parker

Filing Unit : 

Filing Unit Pieces of a Filing Segment Personal Name Filing Rules are organized in the following unit order: Last Name (Surname) First Name (Given Name) Middle Name or Initial Remove all punctuation or spaces in a single unit, and squeeze characters together.

Step 1 - Organizing Units : 

Step 1 - Organizing Units Indexing & Coding is the process of marking the text in Unit Order Filing Unit Order: Last Name First Name Middle Name 2 3 1 Jackie / Earle / Haley 2 3 1 Charlotte / Gilman / Perkins 2 3 1 Charlie / T / Parker

Step 1 - Organizing Units (cont.) : 

Step 1 - Organizing Units (cont.) 2 3 1 Jackie / Earle / Haley 2 3 1 Charlotte / Gilman / Perkins 2 1 Charlie / Parker Unit 1 Unit 2 Unit 3 Haley Jackie Earle Perkins Charlotte Gilman Parker Charlie T

More Examples of Filing Units : 

More Examples of Filing Units Susan Saint John  Mary-Jo Fuller  J. Edgar Hoover  Sally Sander-Day  Barney O’Shea  2 1 Susan / SaintJohn 2 1 MaryJo / Fuller 2 3 1 J / Edgar / Hoover 2 1 Sally / SanderDay 2 1 Barney / OShea

More Examples (cont.) : 

More Examples (cont.) 2 1 Susan / SaintJohn 2 1 MaryJo / Fuller 2 3 1 J / Edgar / Hoover 2 1 Sally / SanderDay 2 1 Barney / OShea Unit 1 Unit 2 Unit 3 SaintJohn Susan Fuller MaryJo Hoover J Edgar SanderDay Sally OShea Barney

Filing by Item : 

Filing by Item Items are individual characters of a Filing Unit May be letters or numbers Alphabetized left to right, one character at a time

Step 2 - Organizing by Item : 

Step 2 - Organizing by Item Order of Alphabetizing by Item*: Nothing before something Words (all others) *More rules to come! Unit 1 Unit 2 Unit 3 Haley Jackie Earle Perkins Charlotte Gilman Parker Charlie T Unit 1 Unit 2 Unit 3 Haley Jackie Earle Parker Charlie T Perkins Charlotte Gilman

More Examples of Filing by Item : 

More Examples of Filing by Item Unit 1 Unit 2 Unit 3 SaintJohn Susan Fuller MaryJo Hoover J Edgar SanderDay Sally OShea Barney Unit 1 Unit 2 Unit 3 Fuller MaryJo Hoover J Edgar OShea Barney SaintJohn Susan SanderDay Sally

Sorting for Alphabetizing : 

Sorting for Alphabetizing Rough Sort Group Coded Filing Segments together by first letter, or by a group of letters (A-G, H-R, S-Z) Fine Sort List Coded Filing Segments in alphabetic order Nothing before something Arabic Roman Words

Rough Sorting : 

Rough Sorting Unit 1 Unit 2 Unit 3 Johannes Bart Perkins Carl J Johannsen Karl Johanson Meryl Parks Chris Perkson Sally Johannes K Saul Unit 1 Unit 2 Unit 3 Johannes Bart Johannsen Karl Johanson Meryl Johannes K Saul Perkins Carl J Parks Chris Perkson Sally

Fine Sorting : 

Fine Sorting Unit 1 Unit 2 Unit 3 Johannes Bart Johannsen Karl Johanson Meryl Johannes K Saul Perkins Carl J Parks Chris Perkson Sally Unit 1 Unit 2 Unit 3 Johannes Bart Johannes K Saul Johannsen Karl Johanson Meryl Parks Chris Perkins Carl J Perkson Sally